A host asks…
Artists are willing to book fairly far out ahead of a date for a show. In the event of a modest life event such as a job change necessitating a move of a few hundred miles… what’s a reasonable duration ahead of time to cancel? I would certainly work to reschedule but might not have enough friends in the new area for some time.
The important thing is to create a few worthwhile or helpful options for the artist/group you have scheduled. Forced travel or relocations can happen to many hosts, so it can be helpful to plant seeds well in advance of this kind of rain. It’s never too early to get people involved in your series, especially as volunteers.
Consider some creative backup measures:
Is there an attendee of your shows that could be inspired to step up to help honor the show? Can the show be saved by scaling it down to a TenTen (ten songs for ten or more guests) if one of your friends would like to do it but can’t likely fit or get the numbers you anticipated?
Is there another host in your region that might consider taking over the show if you’ll help them promote it?
Can you supplement the alternative with a donation even if you’ve done your best to move/replace the show? Even if you didn’t promise a guarantee, you still have the option to make a generous gesture.
We count on you to do better than “Sorry guys, can’t do the show. Good luck.” We hope you care more than that.
What about beyond this show?
Since you are moving a few hundred miles away… what will happen to your audience? Do your people have another series in town that you’ll recommend they attend? You’ve spent considerable time and effort building an audience and community for music… please find a way to keep the torch lit in your area!